Privacy Policy
PRIVACY POLICY & CLIENT COLLECTION NOTICE
Rupert Jordaan (Pty) Ltd t/a Auto R
Company Registration Number: 2022/565751/07
Physical Address: 45 Lood Street, Futura, Polokwane, 0699
Telephone: 015 293 0982 / 0157
Email: finance@autor.co.za
Website: https://automotiverepairs.co.za
Effective date: July 2026
Last updated: July 2026
1. Introduction
Privacy Statement
Rupert Jordaan (Pty) Ltd t/a Auto R respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA). This Privacy Policy and Client Collection Notice explains how we collect, use, process and protect your personal information when you visit our website, submit an enquiry or make use of our automotive repair services.
This Privacy Policy explains how we collect, use, store and protect personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.
This policy applies to personal information collected through our website, telephone calls, email correspondence and our automotive repair and related business activities.
2. Personal Information We Collect
Depending on the nature of an enquiry or service, we may collect the following information:
- Identification and contact details: Names, surnames, telephone numbers, email addresses and other contact details.
- Vehicle information: Vehicle make, model, registration number, vehicle identification number (VIN), photographs and information about accident damage or repairs.
- Quotation and repair information: Details of requested repairs, quotations, assessments, repair progress, invoices and related correspondence.
- Insurance and claim information: Insurer details, claim numbers, assessor information and relevant claim documentation where required for an insurance-related repair.
- Payment and transaction information: Information reasonably required for invoicing, payments, accounting and recordkeeping.
- Website information: Technical information such as IP addresses, browser details, website usage data and cookie information, where collected through our website or analytics tools.
We aim to collect only information that is reasonably necessary for a legitimate business purpose.
3. How We Collect Personal Information
We may collect personal information directly from you when you:
- Submit a quotation or contact enquiry through our website.
- Contact us by telephone or email.
- Bring a vehicle to us for inspection, assessment or repair.
- Request or receive a quotation, repair service or invoice.
- Communicate with us about an insurance claim.
Where necessary and lawful, we may also receive relevant information from insurers, insurance assessors, brokers, vehicle owners or other parties involved in arranging or authorising repairs.
If information is obtained from another source, we will take reasonable steps to meet our applicable legal obligations regarding notification and transparency.
4. Why We Process Personal Information
We process personal information for purposes including:
- Responding to enquiries and preparing quotations.
- Assessing vehicle damage and arranging repairs.
- Communicating with clients about repairs, progress and collection.
- Liaising with insurers, assessors and other relevant parties where necessary.
- Processing invoices, payments and accounting records.
- Meeting legal, tax, regulatory and recordkeeping obligations.
- Managing business operations, preventing fraud and resolving disputes.
- Maintaining website functionality, security and performance.
- Analysing website usage where analytics tools are used.
We process personal information only where a lawful basis exists under POPIA, which may include consent, contractual necessity, compliance with a legal obligation, protection of legitimate interests or another basis permitted by law.
5. When Providing Information Is Voluntary or Necessary
Providing personal information through a general website enquiry is generally voluntary.
However, certain information may be necessary to prepare an accurate quotation, identify a vehicle, arrange repairs, process an insurance claim or fulfil a contractual or legal obligation.
If required information is not provided, we may be unable to respond fully to an enquiry, prepare a quotation or proceed with a requested service.
We will identify mandatory fields on our forms where applicable.
6. Sharing Personal Information
We do not sell personal information to third parties.
Where necessary for legitimate business purposes, we may share relevant information with:
- Insurers, brokers and insurance assessors involved in a vehicle repair or claim.
- Service providers supporting our email, website hosting, website analytics, IT and security systems.
- Professional advisers, auditors and accountants.
- Courts, law enforcement agencies, regulators or other authorities where required or authorised by law.
- Other parties where you have authorised the disclosure or where another lawful basis applies.
We aim to disclose only the information reasonably necessary for the relevant purpose.
Where third-party operators process personal information on our behalf, we will take reasonable steps to ensure that appropriate safeguards and contractual measures are in place as required by POPIA.
7. Website Cookies and Analytics
Our website may use cookies and analytics technologies to support website functionality, understand visitor behaviour and improve website performance.
Cookies are small files stored on your device. Analytics tools may collect technical information about how visitors interact with the website.
The specific cookies, analytics providers, purposes, retention periods and any international data transfers must be confirmed and documented in accordance with the tools actually used on this website.
You may be able to manage cookies through your browser settings. Disabling certain cookies may affect website functionality.
Where consent is required by applicable law, appropriate consent mechanisms will be implemented.
8. Information Security
Auto R takes reasonable technical and organisational measures to protect personal information against loss, unauthorised access, disclosure, alteration or destruction.
These measures may include access controls, password protection, secure systems, staff confidentiality requirements and appropriate safeguards for electronic records.
No electronic transmission or storage system can be guaranteed to be completely secure. We will respond to suspected security compromises in accordance with applicable legal requirements.
9. Retention of Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or for as long as required or permitted by law.
Retention periods may vary according to the type of record, including quotation enquiries, repair records, insurance claims, invoices and accounting documents.
Where information is no longer required and no legal retention obligation or other lawful reason for keeping it applies, it will be securely deleted, destroyed or de-identified as appropriate.
The company’s actual retention periods and deletion procedures must be confirmed before publication.
10. Your Rights Under POPIA
Subject to applicable legal conditions and limitations, you may have the right to:
- Request access to personal information we hold about you.
- Request correction or updating of inaccurate, incomplete or outdated information.
- Request deletion or destruction of information where legally appropriate.
- Object to certain forms of processing.
- Withdraw consent where processing is based on consent.
- Object to direct marketing where applicable.
- Lodge a complaint with the Information Regulator of South Africa.
To exercise a right or raise a privacy concern, contact our Information Officer using the details below.
We may need to verify your identity before processing a request.
11. Information Officer
Privacy enquiries, requests to access or correct personal information, and concerns about the handling of personal information may be directed to:
Information Officer: Rupert Jordaan
Business: Rupert Jordaan (Pty) Ltd t/a Auto R
Email: finance@autor.co.za
Telephone: 015 293 0982 / 0157
Physical Address: 45 Lood Street, Futura, Polokwane, 0699
The Information Officer’s appointment and registration status must be confirmed before this policy is published.
12. Complaints to the Information Regulator
If you believe your personal information has been handled unlawfully, you may contact the Information Regulator of South Africa:
Website: https://inforegulator.org.za/
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200
The Regulator’s current contact details and complaint procedures should be checked before publication.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, website technologies or legal obligations.
The latest version will be published on our website with its updated revision date.
CLIENT COLLECTION NOTICE (POPIA SECTION 18)
When you submit a quotation enquiry, contact us or request automotive repair services, Auto R may collect personal information such as your name, contact details, vehicle information, photographs, repair requirements and, where applicable, insurance claim details.
Responsible party: Rupert Jordaan (Pty) Ltd t/a Auto R.
Purpose of collection: To respond to enquiries, prepare quotations, assess damage, arrange and perform repairs, communicate with you, liaise with relevant insurers or assessors, process payments and meet applicable legal obligations.
Voluntary or necessary information: Providing information is generally voluntary for an initial enquiry. However, certain details may be necessary to provide a quotation, identify your vehicle, arrange repairs or process an insurance claim. If required information is withheld, we may be unable to provide the requested service.
Recipients: Relevant information may be shared, where necessary and lawful, with insurers, brokers, assessors, service providers, professional advisers and public authorities.
Source of information: Information is normally collected directly from you. Where necessary, relevant information may also be obtained from an insurer, assessor or other party involved in the repair or claim.
Your rights: Subject to applicable law, you may request access to or correction of your personal information, object to certain processing and lodge a complaint with the Information Regulator.
Contact: finance@autor.co.za | 015 293 0982 / 0157.
Please read our full Privacy Policy for further details about how your information is handled.
By submitting an enquiry, you acknowledge that you have been given access to this collection notice. This acknowledgement does not automatically constitute consent to every form of processing.
Legal review note: The final notice must accurately describe any specific legislation requiring information to be collected, any international transfers of personal information and any additional recipients relevant to the actual processing involved.